Administrative Assistant Department Administration - Staten Island Type of Position Part time Search Location(s) Staten Island, NY Apply Now (https://phe.tbe.taleo.net/phe03/ats/careers/v2/applyRequisition?org=CPOFNYS&cws=37&rid=6139) Job Brief Performs all office management work for the Manhattan borough residential program. Prepares and maintains various data bases for the program. Serves as liaison for V.P. with all support departments. Assists Staffing Manager as needed for special projects.Shift Worked:9:00AM - 3:30PM Monday - FridayWeekly Hours:30FLSA Status:Non ExemptPay range:26,000 - 26,000Position Duties:
Prepares and maintains department records and employee files for the Manhattan borough residential program.
Prepares and maintains data base for all individuals residing in the borough. Updates information as needed and distributes to all necessary parties.
Takes minutes at special team meetings/management meetings and transcribes and distributes same.
Types correspondence and various reports as needed for borough personnel, including supervisors, nursing, and clinical personnel. Composes own correspondence as needed.
Formats plans of corrective actions and maintains data base of survey dates and audit citations for two residential programs and one day program. Maintains all incident reporting documents for the borough of Manhattan and tracks the completion of all corrective actions.
Maintains program unit listing for all supervisory and clinical personnel within the borough. Obtains cell phones for new employees and updates and distributes data base to all support departments as needed.
Orders all necessary supplies for all residences in the Manhattan borough. Tracks all purchase orders submitted to ensure delivery. Maintains budget files for each residence and prepares files for review by administration.
Completes payroll for all borough supervisory and clinical personnel. Updates payroll groups for Vice President. Prepares various payroll reports for review as requested by Vice President.
Serves as liaison for Vice President with all support departments, including Finance; Payroll; Human Resources; Engineering; MIS; etc. Responds to all requests for information as needed.
Obtains needed documentation for residences (minutes; ledgers; certifications; incidents; bills; etc.) and disseminates to borough personnel. Obtains disciplinary guidances in preparation for grievance hearings. Maintains borough office copies of all.
Schedules direct care staff and supervisory personnel as needed for special trainings or meetings.
Answers telephone and maintains calendar for Vice President.
Assists Staffing Manager with special projects. Prepares reports and maintains data base to analyze direct care staffing efficiencies.
Assists the Chief Operating Officer as needed in the absence of the Executive Assistant.
Performs all other duties as assigned.
Requirements:
Proficient in Microsoft Office applications.
Excellent communication and organizational skills.
Five year secretarial experience.